Privacy-first operations document naming
Standardize filenames for onboarding, HR, and field ops while meeting EU residency and audit expectations. 95%+ accuracy with confidence preview.
Watch 2-Minute Demo
See how to rename your first batch of invoices—from Drive connection to approved filenames—in under 3 minutes.
Keep every packet compliant without manual naming
Built for People Ops, field coordinators, and shared service centers that process HR and compliance documents across EU storage.
Decentralized uploads break naming rules
Employees and partners drop files into EU Drives with random names, causing HRIS and audit bottlenecks.
Manual residency checks slow approvals
Teams double-check folders and filenames to prove data residency, wasting hours every onboarding cycle.
Multiple languages and locations
Regional teams need localized conventions without sacrificing global reporting consistency.
First win in under 3 minutes
1. Connect EU Drive or Dropbox
60 secondsPick the folder in your EU-resident storage. We never move your originals. No migration required.
2. Drop in your PDFs
45 secondsDrag onboarding packets, compliance docs, or field reports. We extract employee names, location codes, and doc types automatically using OCR + AI.
3. Preview & apply
60 secondsReview every suggested filename with confidence scores. Approve the batch and we write clean copies you can undo anytime.
How a small CPA firm could save 18 hours monthly
Illustrative example: A 4-person CPA firm processing 2,400+ monthly documents could eliminate manual invoice renaming and cut monthly close time by 2 days.
The Challenge
Consider a typical 4-person CPA firm in Austin or Dallas managing bookkeeping for 23 small business clients. Each month, they process 2,000–2,500 invoices, receipts, and bank statements—most arriving as unlabeled PDFs via email or client Dropbox folders.
Such firms typically have a junior bookkeeper spending 18–22 hours monthly manually renaming files before they can begin actual reconciliation work. Inconsistent naming leads to duplicate uploads and missed invoices during monthly close.
How Renamed.to Could Help
A firm like this could connect Renamed.to to their Google Workspace shared drives and configure per-client templates for invoices, receipts, and bank statements using the pattern library.
Files uploaded to /Clients/ClientName/Inbox would be automatically processed. Renamed files would appear in /Ready with confidence scores. The bookkeeper could review and approve batches in under 15 minutes.
Expected Benefits
- Up to 18 hours saved monthly — bookkeeper focuses on reconciliation, not file cleanup.
- Eliminate duplicate uploads — content-based deduplication catches repeats automatically.
- Faster monthly close — files organized before reconciliation starts.
- Improved client satisfaction — faster turnaround on financials, fewer follow-up requests.
Note: This is an illustrative example based on typical US CPA firm workflows and market research. Individual results may vary based on document volume, complexity, and existing processes. Time savings estimates assume 15–25 seconds saved per document compared to manual renaming.
Up to 18 hrs
Potential time saved
2,400+
Monthly volume
4
Team members
~420%
Estimated ROI
Example Firm Profile
- LocationAustin/Dallas
- Team size4 CPAs
- Clients served23
- Use caseMonthly close
Could your firm benefit from similar time savings? Start your free trial →
Templates ready for EU operations
Tailor per country while keeping hiring, compliance, and field documentation searchable.
EU onboarding packets
messy_filename.pdf{CountryCode}_{HireDate}_{EmployeeName}_{DocType}.pdf{CountryCode}_{HireDate}_{EmployeeName}_{DocType}.pdfKeep GDPR consent, contracts, and payroll docs properly named for each market.
Health & safety reports
messy_filename.pdf{SiteCode}_{IncidentType}_{Date}_{Supervisor}.pdf{SiteCode}_{IncidentType}_{Date}_{Supervisor}.pdfLocal safety audits stay aligned with corporate compliance review.
Works council documents
messy_filename.pdf{Entity}_{CouncilTopic}_{MeetingDate}_{Version}.pdf{Entity}_{CouncilTopic}_{MeetingDate}_{Version}.pdfTrack revisions across multilingual collaboration.
Vendor onboarding
messy_filename.pdf{Vendor}_{Certification}_{ExpiryDate}_{Country}.pdf{Vendor}_{Certification}_{ExpiryDate}_{Country}.pdfSurface which vendor certificates expire per region each month.
Recruiting packages
messy_filename.pdf{CandidateName}_{Role}_{Stage}_{Location}.pdf{CandidateName}_{Role}_{Stage}_{Location}.pdfEnsure cross-border recruiting follows local naming requirements.
Policy acknowledgements
messy_filename.pdf{Policy}_{Version}_{EmployeeName}_{SignatureDate}.pdf{Policy}_{Version}_{EmployeeName}_{SignatureDate}.pdfMeet audit requirements without chasing duplicates.
Start with any template
Connect Google Drive or Dropbox. Drop 5 files. Get clean filenames with confidence scores.
Free 50 docs/month • No credit card • 2 min setup
Calculate time saved
Adjust sliders to match your monthly volume. See time saved vs. manual renaming.
Time saved
8.6 hours
Every month your team gets back 8.6 hours for client work.
Cost savings
$387
Monthly savings at $45/hr fully-loaded labor cost.
Average 20–30 seconds saved per document. Based on EU People Ops teams processing 1,200–2,000 docs monthly.
Security & Compliance Built In
Enterprise-grade security and compliance controls designed for accounting firms handling sensitive financial documents.
End-to-end Encryption
TLS 1.3 in transit, AES-256 at rest. Your files are encrypted from upload through processing. Keys rotated quarterly.
US Data Residency
Processing occurs in US data centers with SOC 2–aligned controls. No cross-border transfers for US tenants.
2FA & SSO Ready
Enforce two-factor authentication for all users. SSO support via Google Workspace and Microsoft 365 for enterprise teams.
Role-Based Access
Granular permissions per user and client folder. Audit logs track every file access, rename, and approval with full attribution.
Limited OAuth Scopes
Request folder-level access only—never full Drive/Dropbox. Tokens stored encrypted, auto-expire after 90 days, revocable instantly.
SOC 2–aligned controls (not certified)
Controls mapped to SOC 2 principles. GDPR/CCPA-ready. Pen-test and security review cadence appropriate for startup scale.
Data Retention & Purge Policy
What we store
Extracted metadata (vendor, amount, date, invoice #) kept for 90 days for template learning. Original files never stored—processed in-memory only.
Your control
Purge metadata anytime from your dashboard. Disconnect integration to revoke all access instantly. Full data export available before deletion.
Confidence Controls & Error Handling
Set confidence thresholds, bulk-approve high-confidence items, and route uncertain renames to manual review.
Three-Tier Confidence System
High Confidence
95-100%All fields extracted cleanly. Auto-approve enabled by default. Bulk-approve entire batches with one click.
Medium Confidence
80-94%One or more fields uncertain. Requires manual review. Side-by-side preview shows original vs. suggested name.
Low Confidence
<80%Extraction failed or very uncertain. Flagged for manual rename. Originals never touched—you keep full control.
Configurable Thresholds
Customize confidence rules per client or globally for your firm.
Files above this score process automatically. Lower to 90% for faster throughput; raise to 98% for extra caution.
Files between 80-94% go to your review queue. Adjust based on team capacity and risk tolerance.
Files below this score skip processing entirely. You handle them manually or upload better scans.
Duplicate Prevention & Idempotency
Content-based deduplication
Every file gets a content hash (SHA-256). If you upload the same invoice twice, we detect it and skip processing—no duplicate renames created.
Filename collision handling
If a renamed file already exists, we append (2), (3), etc. Or set custom collision rules per client.
Re-run safety
Run the same batch multiple times—already-processed files skip automatically. No risk of re-renaming or overwriting.
Audit trail
Every rename logged with timestamp, user, original name, new name, confidence score, and template used. Export CSV for compliance.
Privacy & compliance ready
- Safe-Rename writes copies in the same EU-resident folders and leaves originals untouched for audit.
- Confidence preview + user attribution provides an audit trail for each rename action.
- Processing data purged after rename unless you enable history retention.
- Templates support localized fields (e.g., {CountryCode}, {Language}, {WorksCouncil}) to meet regional conventions.
Keep existing EU handoffs
Ops teams stay in Drive or Dropbox while Renamed.to enforces naming conventions.
Ensure the shared drive is locked to EU data residency.
Use /People/{Country}/Incoming for new hires and compliance packets.
Renamed.to writes organized copies to /People/{Country}/Ready with audit logs.
Connect the Dropbox Business team space configured for the EU.
Route inspections to /FieldOps/{Region}/Incoming from mobile uploads.
Renamed copies land in /FieldOps/{Region}/Ready ready for compliance review.
Ready to get started? Connect your Drive or Dropbox account and process your first batch in under 3 minutes.
Try Free NowFrequently asked questions
Do you process data within the EU?
Yes. We respect your Drive/Dropbox data residency and process within the EU region you configure. We do not store your files after processing.
How accurate is Renamed.to on operations documents?
We deliver 95%+ extraction accuracy on tested document types (Sept 2025, n=250+). Every rename shows a confidence score. Preview mode lets you spot-check every suggested filename before apply. AI works with Auto mode, 50+ common templates, or custom patterns you define.
Will you overwrite my original files?
No. Safe-Rename writes new files alongside your originals and keeps them untouched. You can undo any batch with one click. Originals are never modified or deleted.
Is Renamed.to secure and compliant for EU operations teams?
We align our controls to SOC 2 principles (not certified). All data encrypted in transit (TLS 1.3) and at rest (AES-256). EU data residency in certified data centers. 2FA and SSO support. Full audit logs with user attribution. GDPR ready.
Can we prove who approved each rename?
Safe-Rename logs the user, timestamp, and original filename so you have a verifiable trail for auditors. Full audit logs capture every rename with attribution.
Can templates handle multiple languages?
Templates support localized fields and special characters, making it easy to standardize English, German, French, and more. Save unlimited templates per region or program.
What file formats do you support?
We process PDFs with OCR for scanned documents. Support for onboarding packets, inspection reports, works council documents, vendor certificates, recruiting packages, and policy acknowledgements. 300+ DPI recommended for best OCR accuracy.
How do you handle retention?
We purge processing data immediately after writing renamed copies. Only your storage retains the files. No long-term copies stay with us. Full data export available before deletion.
Will this disrupt our HRIS or DMS integration?
No. We organize files inside your shared folders before you upload to Personio, Workday, SharePoint, or other downstream systems. No migration required.
How long does it take to process files?
First batch under 3 minutes including setup. Processing speed depends on file size and page count. Most single-page documents process in 5–15 seconds. Batch of 100 documents typically completes in under 10 minutes.
Integrations
Works where your files live
Native integrations with cloud storage. Connect automation platforms for complex workflows. Use our API for custom builds.
Testimonials
Proven results across teams
Real metrics from bookkeepers, researchers, and operations teams
“I process 200+ client invoices per month. Renamed.to cut my filing time from 3 hours to under 20 minutes. The accuracy is consistently above 95%, and when I save a rule for a vendor, it handles everything automatically.”
Ina C.
Bookkeeper, Small Business Clients
“Downloaded 60 research papers last week. Created 3 naming rules based on author and year. Now everything files itself into the right folder with zero manual work. First rename took under 3 minutes to set up.”
David P.
PhD Candidate, Computer Science
“We handle contracts, NDAs, and vendor agreements daily. The confidence score preview lets us catch edge cases before they file. Saved rules scaled across our team of 8. No more IMG_4387.pdf in our shared Drive.”
Marcel T.
Operations Admin, Legal Tech
“I process 200+ client invoices per month. Renamed.to cut my filing time from 3 hours to under 20 minutes. The accuracy is consistently above 95%, and when I save a rule for a vendor, it handles everything automatically.”
Ina C.
Bookkeeper, Small Business Clients
“Downloaded 60 research papers last week. Created 3 naming rules based on author and year. Now everything files itself into the right folder with zero manual work. First rename took under 3 minutes to set up.”
David P.
PhD Candidate, Computer Science
“We handle contracts, NDAs, and vendor agreements daily. The confidence score preview lets us catch edge cases before they file. Saved rules scaled across our team of 8. No more IMG_4387.pdf in our shared Drive.”
Marcel T.
Operations Admin, Legal Tech